Item C08
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 16. 2009 Division: Deputy County Administrator
Bulk Item: Yes l No - Department: Librarv
Staff Contact PersonlPhone #: Norma Kula / x7349
AGENDA ITEM WORDING:
Approval of the filing of a grant application and agreement for State Aid to Libraries from the
Florida Department of State, Division of Library and Information Services, and execution of same with
the proper County authorities.
ITEM BACKGROUND:
This is an annual application process to receive State Financial Aid for the Library system.
PREVIOUS RELEVANT BOCC ACTION:
Board approved prior application at the September 17, 2008, meeting.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:--OO-- INDIRECT COST: N/A BUDGETED: Yes .LNo -
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: --DO-- SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes lL No AMOUNT PER Year $ 60.000.00
APPROVED BY: County Atty _ Thasing _ Risk Management _
DOCUMENTATION: Included ~ Not Required_
DISPOSITION: AGENDA ITEM #
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: FL Dept. of State, DLIS Contract #
-
Effective Date: October 1,2009
Expiration Date: September 30,2010
Contract Purpose/Description:
Annual fundin rovidin State fmanciaI aid to the Monroe Count Libr
Contract Manager: Norma Kula 7349 Libr /#23
(Name) (Ext. ) (Department/Stop #)
for BOCC meetin on A enda Deadline: Se 1. 1, 2009
CONTRACT COSTS
Total Dollar Value of Contract: $ 60,000.00 Current Year Portion: $ 60,000.00
Budgeted? Yes[gl NoD Account Codes: - - - -
-----
Grant: $ 60,000.00 - - - -
--~--
County Match: $ -00- - - - -
-----
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $-OO-/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Wn Needed
Division Director q ~ YesDNo
Risk Mana~ment 8~ 'Of YesD N~
O~.B.1Pur ring ~ YesD NO~
County Attorney 1>R~ \bC\ YesDNo~ Ii
Comments:
OMB Fonn Revised 2/27/01 MCP #2
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i
Memorandwn
To: Monroe County Board of Commissioners fJ ~~ ~"x,'--, ''''''. ,""",o~h_...",,<w~~~~~--
From: Nanna Kula, Director of libraries ~
Date: 8/26/2009
Re: BOCC Agenda Item-Approval of State Aid Grant Application
The above-referenced item is part of the annual process of applying for the State Aid to
Libraries grant, offered by the Florida Department of State., Division of Libraries and
Information Services. This grant is important to our overall Library funding. helping us to
provide essential services, programs, and materials to our patrons. The amount of the grant
is a percentage based on our budget of the second previous fiscal year, and has been
reduced in the past few years from 7-8% to an expected 2% for the coming year.
1
Florida Department of State, Division of Library and Information Services
STATE AID TO LIBRARIES GRANT AGREEMENT
The Applicant (Grantee) MONROE COUNTY BOARD OF COMMISSIONERS
(Name of library governing body)
Governing body for MONROE COUNTY PUBLIC LIBRARY
(Name of library)
hereby makes application and certifies eligibility for receipt of grants authorized under
Chapter 257, Florida Statutes.. and guidelines for the State Aid to Libraries Grant Program.
I. The Grantee agrees to:
a. Expend all grant funds awarded and perform all acts in connection with this
agreement in full compliance with the terms and conditions of Chapter 257, Florida
Statutes, and guidelines for the State Aid to Libraries Grant Program. Funds will
not be used for lobbying the Legislature, the judicial branch, or any state agency.
b. Provide the Division of Library and Information Services (DIVISION) with statistical,
narrative, financial, and other reports as requested.
c. Not discriminate against any employee employed in the performance of this
agreement, or against any applicant for employment because of race, color,
religion, gender, national origin, age, handicap, or marital status. The Grantee
shall insert a similar provision in all subcontracts for services by this agreement.
d. Retain all records for a period of 5 years from the date of submission of the final
project report. If any litigation, claim, negotiation, audit, or other action involving
the records has been started before the expiration of the 5 year period, the records
shall be retained until completion of the action and resolution of all issues which
arise from it, or until the end of the regular 5 year period, whichever is later.
e. In the event that the Grantee expends a total amount of state financial assistance
equal to or in excess of $500,000 in any fiscal year of such grantee, the Grantee
must have a State single or project-specific audit for such fiscal year in accordance
with Section 215.97, Florida Statutes; applicable rules of the Department of
Financial Services; and Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General. In
determining the state financial assistance expended in its fiscal year, the Grantee
shall consider all sources of state financial assistance, including state financial
assistance received from the Department of State, other state agencies, and other
nonstate entities. State financial assistance does not include federal direct or
pass-through awards and resources received by a nonstate entity for federal
program matching requirements.
Page 1 of 5
State Aid to Libraries Grant Agreement
Chapter 1 B-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx
In connection with the audit requirements addressed in part e., paragraph 1, the
Grantee shall ensure that the audit complies with the requirements of Section
215.97(8), Florida Statutes. This includes submission of a financial reporting
package as defined by Section 215.97(2)(e), Florida Statutes, and Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General.
If the Grantee expends less than $500,000 in state financial assistance in its
fiscal year, an audit conducted in accordance with the provisions of Section
215.97, Florida Statutes, is not required. In the event that the grantee expends
less than $500,000 in state financial assistance in its fiscal year and elects to have
an audit conducted in accordance with the provisions of Section 215.97, Florida
Statutes, the cost of the audit must be paid from the nonstate entity's resources
(Le., the cost of such an audit must be paid from the grantee's resources
obtained from other than State entities).
Information related to the requirements of Section 215.97, Florida Statutes, (the
Florida Single Audit Act) and related documents may be found at
https:llapos.fldts.comlfsaal.
Copies of financial reporting packages required by this agreement shall be
submitted by or on behalf of the Grantee directly to each of the following:
A The Department of State at the following addresses:
Office of Inspector General
Florida Department of State
Clifton BUilding, Suite 320
2661 Executive Center Circle
Tallahassee, FL 32399-0250
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
f. Identify an individual or position with the authority to make minor modifications to
the application, if necessary, prior to execution of the agreement.
II. The DIVISION agrees to:
a. Provide a grant in accordance with the terms of this agreement in consideration of
the Grantee's performance hereinunder, and contingent upon an annual
appropriation by the Legislature. In the event that the state funds on which this
agreement is dependent are withdrawn, this agreement is terminated and the
DIVISION has no further liability to the Grantee beyond that already incurred by
Page 2 of 5
State Aid to Libraries Grant Agreement
Chapter 1B-2.011(2)(a), Florida Administrative Code, Effective xx-xx-xxxx
the termination date. In the event of a state revenue shortfall, grants shall be
reduced in accordance with Section 257.195, Florida Statutes.
b, Notify the grantee of the grant award after review and approval of required
documents. The grant amount shall be calculated in accordance with Chapter
257, Florida Statutes and guidelines for the State Aid to Libraries Grant Program.
c. Distribute grant funds in two payments. The first payment will be requested by the
DIVISION from the Chief Financial Officer upon execution of the agreement. The
remaining payment will be made by June 30.
III. The Grantee and the DIVISION mutually agree that
a. This instrument embodies the whole agreement of the parties. There are no
provisions, terms, conditions, or obligations other than those contained herein; and
this agreement shall supersede all previous communications, representation, or
agreements either verbal or written, between the parties. No amendment shall be
effective unless reduced in writing and signed by the parties.
b. The agreement is executed and entered into in the State of Florida, and shall be
construed, performed, and enforced in all respects in accordance with the laws
and rules of the State of Florida. Each party shall perform its obligations
hereunder in accordance with the terms and conditions of this agreement.
c. If any term or provision of the agreement is found to be illegal and unenforceable,
the remainder of the agreement shall remain in full force and effect and such term
or provision shall be deemed stricken. If any matter arising out of this Contract
becomes the subject of litigation, venue shall be in Leon County.
d. No delay or omission to exercise any right, power, or remedy accruing to either
party upon breach or default by either party under this Agreement shall impair any
such right, power, or remedy of either party; nor shall such delay or omission be
construed as a waiver of any such breach or default, or any similar breach or
default.
e. The DIVISION shall unilaterally cancel this agreement if the Grantee refuses to
allow public access to all documents or other materials subject to the provisions of
Chapter 119, Florida Statutes.
f. Unless authorized by law and agreed to in writing by the DIVISION, the DIVISION
shall not be liable to pay attorney fees, interest, or cost of collection.
g. The DIVISION shall not assume any liability for the acts, omissions to act or
negligence of the Grantee, its agents, servants, or employees: nor shall the
Grantee exclude liability for its own acts, omissions to act, or negligence to the
DIVISION. In addition, the Grantee hereby agrees to be responsible for any injury
or property damage resulting from any activities conducted by the Grantee.
h. The Grantee, other than a Grantee which is the State or agency or subdivision of
the State, agrees to indemnify and hold the DIVISION harmless from and against
any and all claims or demands for damages of any nature, including but not limited
Page 3 of 5
State Aid to Libraries Grant Agreement
Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-Jooo(
to personal injury, death, or damage to property, arising out of any activities
performed under this agreement and shall investigate all claims at its own
expense.
i. Neither the State nor any agency or subdivision of the State waives any defense of
sovereign immunity, or increases the limits of its liability, upon entering into a
contractual relationship.
j. The Grantee, its officers, agents, and employees, in performance of this
agreement, shall act in the capacity of an independent contractor and not as an
officer, employee.!. or agent of the DIVISION. Under this agreement, Grantee is not
entitled to accrue any benefits of state employment, including retirement benefits
and any other rights or privileges connected with employment in the State Career
Service. Grantee agrees to take such steps as may be necessary to ensure that
each subcontractor of the Grantee will be deemed to be an independent contractor
and will not be considered or permitted to be an agent, servant, joint venturer, or
partner of the DIVISION.
k. The Grantee shall not assign, sublicense, nor otherwise transfer its rights, duties,
or obligations under this agreement without the prior written consent of the
DIVISION, whose consent shall not unreasonably be withheld. The agreement
transferee must demonstrate compliance with the requirements of the program. If
the DIVISION approves a transfer of the Grantee's obligations, the Grantee
remains responsible for all work performed and all expenses incurred in
connection with the Agreement. In the event the Legislature transfers the rights,
duties, or obligations of the Department to another governmental entity pursuant to
Section 20.60, Florida Statutes, or otherwise, the rights, duties, and obligations
under this agreement shall also be transferred to the successor government entity
as if it were an original party to the agreement.
I. This agreement shall bind the successors, assigns.!. and legal representatives of
the Grantee and of any legal entity that succeeds to the obligation of the
DIVISION.
m. This agreement shall be terminated by the DIVISION because of failure of the
Grantee to fulfill its obligations under the agreement in a timely and satisfactory
manner unless the Grantee demonstrates good cause as to why it cannot fulfill its
obligations. Satisfaction of obligations by Grantee shall be determined by the
DIVISION, based on the terms and conditions imposed on the Grantee in
paragraphs I and III of this agreement and guidelines for the State Aid to Libraries
Grant Program. The DIVISION shall provide Grantee a written notice of default
letter. Grantee shall have 15 calendar days to cure the default. If the default is not
cured by Grantee within the stated period, the DIVISION shall terminate this
agreement, unless the Grantee demonstrates good cause as to why it cannot cure
the default within the prescribed time period. For purposes of this agreement,
"good cause" is defined as circumstances beyond the Grantee's control. Notice
shall be sufficient if it is delivered to the party personally or mailed to its specified
address. In the event of termination of this agreement, the Grantee will be
Page 4 of 5
State Aid to Libraries Grant Agreement
Chapter 1 B-2.011 (2)(a), Florida Administrative Code, Effective lO(-XX-XXXX
compensated for any work satisfactorily completed prior to notification of
termination.
n. Unless there is a change of address, any notice required by this agreement shall
be delivered to the Division of Library and Information Services, 500 South
Bronough Street, Tallahassee, Florida 32399-0250, for the State and, for the
Grantee, to its single library administrative unit. In the event of a change of
address, it is the obligation of the moving party to notify the other party in writing of
the change of address.
IV. The term of this agreement will commence on the date of execution of the grant
agreement.
THE APPLICANT/GRANTEE THE DIVISION
Chair of Governing Body or Florida Department of State
Chief Executive Officer Division of Library and Information Services
Typed Name Typed Name
Date Date
Clerk or Chief Financial Officer Division Witness
Date
Typed Name and Title of Official
Date
Page 5 of 5
State Aid to Libraries Grant Agreement
Chapter 1 B-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx
FLORIDA DEPARTMENT OF STATE
DIVISION OF LIBRARY AND INFORMATION SERVICES
FY2009.2010 STATE AID TO LIBRARIES GRANT APPLICATION
Form DLIS/SA01
Submit by October 1, 2009 (postmark)
Check One: -2L Single County Library
_ Municipal Library
_ County Participating in a Multicounty Library
The Monroe County Board of County Commissioners
(Name of library governing body)
governing body for the Monroe County Public Librarv
(Name of county or municipal library)
Complete either Section 1 A or 1 B as applicable.
1A Certification of Local Operating Expenditures
We hereby certify that the following total funds from local sources were expended
centrally during the fiscal year beginning October 1, 2007 and ending
September 30, 2008 for the operation and maintenance of a library under the
provisions outlined in Chapter 257.14 - 257.25, Florida Statutes, and guidelines for
the State Aid to Libraries Grant Program.
We further certify that the amount listed below does not include funds received from
the federal government; funds received from state government; or funds used for
purchase or construction of a library building or library quarters. Such funds are not
eligible to be used as local match for State Aid applications under Chapter 257.
Florida Statutes, and guidelines for the State Aid to Libraries Grant Program.
Total local funds expended centrally by the library for the operation and
maintenance of a library between October 1, 2007 and September 30. 2008.
$ 2.601.705.82
State Aid to Libraries Grant Application, Form #DLlS/SA01 page 1 of 3
Chapter 18-2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx
Library Name: Monroe County Public Librarv
18 Certification of Local Operating Appropriations for New Libraries
(Complete this section onlv if the applicant is a newly established
public library in the first two years of operation.)
We hereby certify that the following total funds from local sources are appropriated
to be expended centrally during the fiscal year beginning October 1, 2008 and
ending September 30,2009 for the operation and maintenance of a library under
the provisions outlined in Chapter 257.14 - 257.25, Florida Statutes, and guidelines
for the State Aid to Libraries Grant Program.
We further certify that the amount listed below does not include funds received from
the federal government; funds received from state government; or funds used for
purchase or construction of a library building or library quarters. Such funds are not
eligible to be used as local match for State Aid applications under Chapter 257,
Florida Statutes, and guidelines for the State Aid to Libraries Grant Program.
Total local funds appropriated to be expended centrally by the library for the
operation and maintenance of a library between October 1, 2009 and
September 30, 2010.
$
SIGNATURES:
l )~~ tJ. i)tOO;Le ~A~
-
Library Finance Manager Sing Library Administrative Head
Valerie A. Moore Nonna Kula
Typed Name Typed Name
08/27/09 08/27/09
Date Date
State Aid to Libraries Grant Application, Form #DLlS/SA01 page 2 of 3
Chapter 1 B-2.011 (2)(a). Florida Administrative Code, Effective xx-xx-xxxx
FLORIDA DEPARTMENT OF STATE
DIVISION OF LIBRARY AND INFORMATION SERVICES
EXPENDITURE OR APPROPRIATION REPORT
Fonn DLlS/SA01
Library Name: Monroe County Public Librarv
Check Applicable
K- Expenditure Report - October 1, 2007 - September 30, 2008
_ Appropriation Report - October 1. 2009 - September 30, 2010
(Provide appropriation onlv if the applicant is a newly established public library in the
first two years of operation.)
EXPENDlTUREI FUNDING OR REVENUE SOURCES: TOTAL
APPROPRIATION
CATEGORY
LOCAL STATE FEDERAL OTHER
10 Personnel 2,039,818.29 29.04 0 0 2,039,847.33
Services
30 Operating 335,462.58 18,949.93 0 0 354,412.51
Expenses
60 Capital Outlay 226,424.95 32,876.12 0 0 259,301.07
(Non-Fixed)
Other 0 0 0 0 0
Total for the 2,601,705.82 51,855.09 0 0 2,653,560.91
operation &
maintenance of the
library (Record this
amount on page 1)
60 Capital Outlay 0 0 0 0 0
(Fixed, including
purchase or
construction of a
library building or .
quarters)
State Aid to Libraries Grant Application, Form #DLlS/SA01 page 3 of 3
Chapter 16.2.011 (2)(a), Florida Administrative Code, Effective xx-xx-xxxx